Directory of Records - olg-wp.ca · Vendor Contractor Health and Safety Records . ... Uses: Required by the . Act . Users: Anti-Money Laundering Unit and Gaming staff involved in

Ontario Lottery and Gaming Corporation

Directory of Records

April 2018

Ontario Lottery and Gaming: Directory of Records 1

Contents Audit Services ................................................................................................................. 2

Board of Directors .......................................................................................................... 3

Charitable Gaming .......................................................................................................... 4

Corporate Affairs ............................................................................................................ 6

Enterprise Strategy & Analytics .................................................................................... 8

Finance and Administration........................................................................................... 9

Gaming/Land Based Gaming ....................................................................................... 16

Horse Racing ................................................................................................................. 26

Human Resources ........................................................................................................ 28

iGaming ......................................................................................................................... 34

Information Technology ............................................................................................... 38

Legal Services ............................................................................................................... 39

Lottery ............................................................................................................................ 44

Office of the President and Chief Executive Officer .................................................. 51

Audit Services


Audit Services General Records Audit and Risk Management Committee Submissions Audit and Risk Management Committee Reports Audit and Consulting Records Agendas, Minutes and Meeting Materials Integrity Matters Reports and Documentation Schedules, Timesheets and Related Reports Manuals Audit Services Manual

Board of Directors


Board of Directors General Records Agendas, Minutes and Meeting Materials Directors’ Register and Files Administrative Files Chair’s Correspondence Chair’s Briefing Materials Chair’s Reports Correspondence Personal Information Bank

Personal Information Bank Title:

Directors’ Register and Files

Legal Authority to collect:

Ontario Lottery and Gaming Corporation Act, 1999

Information Maintained:

Data relating to individual Director's appointment, personal data

Uses:

Corporate Secretariat

Users: Corporate Secretariat

Individuals in Bank:

Members of Board of Directors

Retention & Disposal Period:

EVENT + CFY + 5 EVENT = Termination of Corporation

Charitable Gaming


Charitable Gaming Common Records Correspondence General Records Meeting Agendas & Minutes Policies & Procedures Briefing Notes Correspondence Project files Game Technical and Testing Documentation Marketing/Public Relations Records Issue/Risk Management Reports Rules and Regulations Financial Records AGCO Records Compliance Reports Facility Records Access and Key Logs Marketing Content and Usage Guidelines Game Guides Game and Centre Deployment & Refresh on Games Process Maps Manuals Marketing Toolbox User Guide MGAM Manual Toolbox Training Reference Guide Ready Set Go Manual Product Manuals

Charitable Gaming


Personal Information Bank

Personal Information Bank Title: Charitable Gaming Self-Exclusion Program

Legal Authority to collect: Personal information contained on the forms and facial images are collected and retained pursuant to the Ontario Lottery and Gaming Corporation Act, 1999 (Ontario) as well as Gaming Control Act, 1992 (Ontario).

Information Maintained: Registered individuals, Breaches, Reinstatements (Requests from individuals, Responses from OLG, Signed Reinstatement document)

Uses: To provide a program for individuals to self-exclude from Charitable Gaming Centres: registration, monitoring at the CGC, breach penalties for re-entry and the ability to not award prize if a self-excluded individual enters a centre and wins a prize greater than $1000, the ability for individuals to request to be removed from the self-exclusion list based on meeting set criteria

Users: Charitable Gaming Self-Exclusion Coordinators, Business Relationship Managers, OLG Support Centre for Dis-entitlement, Charitable Gaming Centre Managers and monitoring employee

Individuals in Bank: Individuals at all stages of the self-exclusion process

Retention & Disposal Period: EVENT + CCY + 15 EVENT = Last re-instatement

Corporate Affairs


Corporate Affairs Communications Plans Public Business Plan Community Benefit Summaries Salary Disclosure (annual) Corporate Affairs Email Record (EDRM) Fact Sheets FLS – Policy and Translation Protocol

Reports to Government Operational Plans Complaint Responses

Issue Notes Key Messages & Questions and Answers Media Contact Reports News releases (winners and corporate) OLG Annual Report Responsible Gaming Reports and Research Corporate Return on Marketing Investment Results and Recommendations Corporate Market Tracking Reports Corporate Research Records Marketing, Reputation Tracking and Performance Reports Planning and Strategy Records Corporate Sponsorship Records Campaign Records Digital Marketing and Social Media Records Transactional Records English and French market-ready public-facing materials Personal Information Bank

Personal Information Bank Title: Corporate Sponsorship Database (Olson Manages and Hosts Database)

Legal Authority to collect: Ontario Lottery and Gaming Corporation Act, 1999


Sponsored organization/event name and contact information, event information, dollar amount of sponsorship, action items regarding sponsorship

Uses:

Sponsorship Program management

Users: Community Relations, Lotto Marketing, Corporate Marketing, Communications & Media Relations


Sponsorship applicants (External parties)

Retention & Disposal Period: EVT+CCY+5 EVENT = Termination of Sponsorship

Corporate Affairs


Personal Information Bank

Personal Information Bank Title: Campaign Records




Talent and extras name and signatures

Uses:

Campaign management

Users: Third party vendors (marketing/advertising/creative agencies)


Talent and extras in commercial advertising

Retention & Disposal Period: EVENT + 10 years EVENT = Life of brand

Enterprise Strategy & Analytics


Enterprise Strategy & Analytics General Records Team Meeting Agendas Contracts/SOWS Policies and Procedures Project documents Market Research Presentations Executive Committee/Board of Directors Presentations

Finance and Administration


Finance and Administration Description: Finance and Administration is responsible for providing acquisitions, financial, payroll and office administration services and governance of same to the Corporation. Common Records Identipass Records Payroll for Employees and Board of Directors General Records Accounting, Financial Records and Related Records Asset Disposal Records Audited Financial Statements and Related Records AGCO Registered Vendor Records and related records AGCO NGRS Due Diligence Assessments Analytical Models Audit and Risk Management Committee Reports Board Notes Budget and Forecast Reports and Related Records Contracts Business Continuity Plans Capital Asset Transfers/ Disposals Committee Agendas, Minutes and Meeting Materials Corporate Travel Related Reports Counterfeit Seizure Form Corporate Fleet Related Reports Crisis Manager Quick Reference Guide Customer (Ad Hoc) Invoices Financial Analyses Financial Reports and Related Records Fraud Risk Assessments Insurance Applications Insurance Records Insurance Policies Letters/Memos of Direction Mail Services and Courier Information Pandemic Contingency Plans Policy Documentation and Related Analysis Policy and Procedures Process Documentation Procurement Records (competitive and non-competitive) Record Retention Schedules Records Management Inventory Self-Exclusion/Reinstatement Records Tax Returns and Related Records Valuation Reports Vendor Contractor Health and Safety Records Vendor Invoices and Related Records Vendor Payment Information and Related Reports



Personal Information Banks Personal Information Bank Title: Expense report, travel profiles and supporting

documentation Legal Authority to collect: Public Sector Expenses Review Act, 2010


Employee/Appointees name, position/titles, home address, emergency contact information, personal credit card information

Uses: For travel booking, internet publishing of travel expenses

Users: Finance, Corporate Communications, Public


Executives, Appointees, and Top 5 Claimants

Retention & Disposal Period: CFY + 7 Personal Information Bank Title: Board of Directors, Employees Payroll Information


Information Maintained: Employee/Appointee names, addresses, positions/titles

Uses:

Payroll and T4 issuance

Users: Finance and Human Resources


Employees and appointees

Retention & Disposal Period: CFY + 7



Personal Information Bank Title: Fleet vehicle records

Legal Authority to collect: Ontario Lottery and Gaming Corporation Act,

1999 Information Maintained:

List of vehicle assignments, driver abstracts, employee name, address

Uses:

For fleet vehicle management purposes

Users: Administration


Employees with OLG-issued fleet vehicles

Retention and Disposal Period EVENT+ CFY + 7 EVENT = Disposed of or returned to lessor

Personal Information Bank Title: Cellular/ Blackberry Database


Information Maintained: List of hardware, user’s name, budget code and home address.

Uses: For cell phone and 407 bill reconciliation

Users: Administration and Information Technology Services staff

Individuals in Bank: Employees with OLG-issued cell phones and 407 transponders

Retention & Disposal Period: EVENT + CFY + 7 EVENT = Asset sold, lost, returned to lessor or disposed of



Personal Information Bank Title: Crisis Management Procedures and Reference

Guide

Legal Authority to collect: Ontario Lottery and Gaming Corporation Act, 1999; Public Service of Ontario Act, 2006


Personal contact information of employees in call trees

Uses:

Contact Crisis Management Team Members in the event of a crisis

Users: Crisis Management Team

Individuals in Bank: Crisis Management Team


EVENT + CCY + 3 EVENT = superseded or cancelled

Personal Information Bank Title: Business Continuity Plans


Ontario Lottery and Gaming Corporation Act, 1999; Public Service of Ontario Act, 2006



Uses:

Maintain business continuity during disaster

Users: Team Leads in each area with a Business Continuity Plan, Divisional Business Continuity Coordinators and Risk Management


Team Leads and their alternates in areas with business continuity plans


EVENT + CCY + 3 EVENT = superseded or obsolete



Personal Information Bank Title: Insurance Claim files

Legal Authority to collect: Ontario Lottery and Gaming Act Insurance Act

RSO 1990

Information Maintained: Claims management documentation

Uses: Claims management administration

Users: OLG Insurance Analysts

Individuals in Bank: Claimants

Retention & Disposal Period: EVT + CCY + 15 EVT = claim concluded or decision made not to pursue claim

Personal Information Bank Title: Pandemic Contingency Plans





Uses:

Maintain business continuity during pandemic

Users: Team Leads and their alternates


Team Leads and their alternates


EVENT + CCY + 3 EVENT = superseded or obsolete



Personal Information Bank Title: Identipass Records



Information Maintained: Name, contact, vehicle information, department information of individuals with security card. History of every access request at locked doors.

Uses:

Track cards issued and access control

Users: Security staff, OLG department managers

Individuals in Bank: Individuals who are issued a security card

Retention & Disposal Period: EVENT + CCY + 3 EVENT = superseded or obsolete

Personal Information Bank Title: Visitor Log



Information Maintained: Name and signature of visitor, card issued information about their visit.

Uses:

Track building visitors

Users: Security staff

Individuals in Bank: Visitors

Retention & Disposal Period: EVENT + CCY + 7 EVENT = final log entry or report completion



Personal Information Bank Title: Self-Exclusion/ Reinstatement Records




Name, contact information of patron enrolled in self exclusion program

Uses:

Records of patrons enrolled in voluntary Self Exclusion program

Users: Security, Surveillance and Cage staff


Individuals enrolled in Self Exclusion program


EVENT + CCY + 15 EVENT = last reinstatement

Gaming


Gaming/Land Based Gaming Description: The Gaming Division is responsible for the operation and management of First Nations casinos, Slots at Racetracks facilities, OLG Casinos and the oversight of Resort Casinos in Ontario. Operations of these facilities are in the process of being turned over to private operators. The area that oversees the new service providers is named Land Based Gaming. As we transition, the service providers may have ownership of the records with the exception of the customer data. Common Records Correspondence General Records Access Control System and Database Advertising Audit reports AGCO Proposals Age verification System (AIDD) Apttus Contract Lifecycle Management System Business Continuity Plans Business Planning and Operational Reports Complementary Items/Services Records (Comp 2000) Contracts Contract Amendments and Waivers Contract oversight records Customer Attestation Forms Customer Dispute Forms Customer Service Records Customer Service System Project Files Employee Information Database (contact information, work records, attendance) EMR Reports EMR Statistics Report Facility Maintenance Files Field Services Operations Projects Field Services Refresh Projects Field Services Decommissioning Projects FRN meeting minutes Product Development Monthly Operating Reports Supply Chain Operational Reports Gaming Site Drawings Governance Meeting Records Governance Charters Group Sales Contracts and Bookings Held Jackpot Forms Issue Management records Lost and Found Records Marketing Meeting Minutes and Materials

Gaming


Marketing Promotions System Off-site Self Exclusion Appointment Database OLG Patron Photo Identification Database OLG/Responsible Gambling Council Meeting Minutes Project Files OSIC (Ontario Slot Initiative Committee) Meeting records Patron Information Repository Photo release forms Player Rating Cards Prize Disentitlement Form Promotions Provincial Table Games Meeting records Research Security Incident Notification Database Security Meeting Materials Security Officer Notebooks Security Reports Service Provider Plans and Proposals Site Audit Reports Site Trespass Committee Report Site Visitor Logs and Sensitive Access Requests Slot Files Refresh + Redeployed Games Surveillance Equipment Records Surveillance Records Table Games Management System Web Participant Records Manuals Common Area Maintenance (CAM) and Capital Renewal Manual Facility Design Standards Manual Facility Maintenance Standards Manual Front Service Standards Manual Gaming Control Activity Matrix Gaming Facilities Manuals – Design Criteria Patron Information Repository Manual Gaming Manual - General Procedures Manual – Slots Procedures Manual – Cage Procedures Manual – Site Procedures Manual – Site Audit Procedures Manual – Food and Beverage Procedures Manual – Security Procedures Manual – Surveillance Procedures Manual – Table Games Table Games – Rules of Play

Gaming


Personal Information Banks As sites transition, Land Based Service Providers maintain the personal information banks and OLG owns the data.

Personal Information Bank Title: Customer Service Records




Customer service issues, name and contact information

Uses:

Customer service and follow up

Users: Site management staff


Patrons with customer service issues

Retention & Disposal Period: EVENT + CCY + 3 EVENT = Inquiry or complaint concluded

Gaming


Personal Information Bank Title: Table Games Management System




Patron name and table games play information

Uses:

Record table game play for the purposes of assessing eligibility for complimentary items or services

Users: Table games staff

Retention & Disposal Period: EVENT + CCY + 7 EVENT = Membership withdrawn or qualifying period of inactivity as per policy achieved


Web Participant Records



Information Maintained: Name, address, date of birth and email address of patrons

Uses:

Email blasts and contest fulfillment

Users: Advertising and Promotions teams


Participants in web contests

Retention & Disposal Period: EVENT + CFY + 7 EVENT = EVT =Membership withdrawn or continuous period of inactivity achieved

Personal Information Bank Title: Web Participant Records (Ncentive) Legal Authority to collect:



Name, address, date of birth and email address of patrons

Uses:

Email blasts, contest fulfillment and manages unsubscribe

Users: Gaming Marketing, Customer Experience and OLG Support Center

Individuals in Bank: Participants in web contests, Winner Circle Rewards members and Player Plus members

Retention & Disposal Period: EVENT + CFY + 7 EVENT = EVT = Membership withdrawn or continuous period of inactivity achieved

Gaming


Personal Information Bank Title: Web Participant Records (Prospect Database)




Name, address, date of birth and email address of patrons

Uses:

Email blasts on upcoming promotions, special offers and promoting WCR membership enrollment

Users: Gaming Marketing


Participants in web contests, potential new WCR members

Retention & Disposal Period: EVENT + CFY + 7 EVENT = ended December 12, 2017 Transferred (from SplashDot) to OLG as a CSV file through our secure FTP site, which was approved by IT and Privacy.

Personal Information Bank Title: Patron Information Repository (CIN) Legal Authority to collect:



Member contact details, play activity, redemption details, and patron status details

Uses:

Real time notification of patron on gaming floor through PIR. Notification of top patron + birthday, new tier level achieved, jackpot won, high potential

Users:

Gaming site staff and Gaming Marketing


Members of Winner Circle Rewards loyalty program

Retention & Disposal Period: EVENT + CFY + 7 EVENT = EVT = Membership withdrawn, or continuous period of inactivity achieved

Gaming


Personal Information Bank Title: Patron Information Repository (PIX)




Member contact details, play activity, and patron status details

Uses:

Host tool to manage leads on high potential players, manage declining players and analysis host events

Users: Gaming site staff and Gaming Marketing


Members of Winner Circle Rewards loyalty program


Gaming


Personal Information Bank Title: Patron Information Repository



Member contact details, play activity, redemption details, patron status details and remarks

Uses:

Member verification, to issue redemptions, member communication and administration of member benefit transactions (i.e. cash back)

Users: Gaming site staff, Gaming Marketing, OLG Support Centre, Corporate users, Information Technology and Service Providers (until GMS transition is achieved and PIR terminals removed from Service Provider site)


Members of Winners Circle Rewards loyalty program.


Personal Information Bank Title: Marketing Promotions System




Member information and promotion redemption data.

Uses:

To issue redemptions to qualified members and report on promotions

Users: Gaming Marketing, Site marketing, Information Technology, Business Planning and Operations, Audit, and Service Providers (until GMS Transition is achieved and PIR terminals removed from Service Provider site)


Members eligible for and/ or redeeming promotions


Gaming


Personal Information Bank Title: Customer Service System



Customer name, contact information, complaint information and comment card information

Uses:

Track comments and complaints

Users: Customer Experience, Supervisors and above


Patrons making comments or complaints

Retention & Disposal Period: EVENT + CCY + 3 EVENT = Inquiry or complaint concluded.

Personal Information Bank Title: OLG Patron Photo Identification Database (Program has ended)




Applicant and Guarantor name and contact information.

Uses:

Processing and issuing OLG Patron Photo Identification Card

Users: Customer Relationship Management, Gaming


Patrons with cards, pending applicants and their guarantor

Retention & Disposal Period: EVENT + CFY + 7 EVENT = Subscription ended

Gaming



Casino Marketplace (CMP)



Information Maintained: Member contact details, play activity, redemption details, patron status details and remarks

Uses: Member verification, to issue redemptions, member communication and administration of member benefit transactions (i.e. promo dollars)

Users: Gaming site staff, Customer Relationship Management. OLG Support Centre, Corporate users, Information Technology


Members of Player Plus loyalty program.

Retention and Disposal Period:

EVENT + CFY + 7 EVENT = Membership withdrawn or qualifying period of inactivity as per policy achieved.

Personal Information Bank Title: Security Reports




Details of incident, personal information of patrons involved and witness statements.

Uses:

Report on incidents that security was involved in

Users: Security and Surveillance staff


Individuals involved in incident or witnessing incident.

Retention & Disposal Period: EVENT + CCY + 7 EVENT = Investigation terminated

Gaming


Personal Information Bank Title: EMR Reports




Name, contact, incident, medical and witness information

Uses:

Document medical incidents for legal and insurance purposes

Users: EMR Security staff, OLG Medical Director


Individuals involved in medical incident

Retention & Disposal Period: EVENT + CCY + 30 EVENT = Last EMR treatment of an individual patient.

Personal Information Bank Title: Surveillance Reports




Name and contact information of patrons

Uses:

Monitor gaming sites for security purposes

Users: Surveillance staff


Gaming patrons

Retention & Disposal Period: EVENT + CCY + 7 EVENT = final log entry or report completion

Horse Racing


Horse Racing General Records Briefing Notes Contracts Correspondence Marketing Graphics, Images & Video Design Products Marketing Reports/Research Meeting Agendas & Minutes Policies and Procedures Process Documentation PSSDA’s Strategy, Policy and Economic Analysis 7 Business Analysis Public Records Administration Agreement Ontario Horse Racing Industry Performance Results Personal Information Banks

Personal Information Bank Title: Prize Winners Database




The winner’s name, address, email address, phone number and date of birth.

Uses:

Verification that prizes were awarded and distributed to the correct person.

Users: OLG Product Development and Marketing & Contest Facilitator


Contest Winners from the Triple Crown and in the Money Multiplier lottery ticket

Retention & Disposal Period: EVENT + CFY + 7 EVENT = Subscription ended

Horse Racing


Public Record

Public Record Title: Ontario Horse Racing Industry Performance Results



Purpose: Share key horse racing performance results quarterly with the industry


5 KPI’s – Gross wagering on races conducted within the province. Count of tickets sold. Avg. Yearling Sales Price. Avg. Field Size & Total number of Unique Starters

Retrievability: Information published quarterly on www.OLG.ca

Access Procedure: Information published quarterly on www.OLG.ca

Retention & Disposal Period: EVENT + 4

Public Record

Public Record Title: Administration Agreement



Purpose: Governing documents between OLG & Ministry of Finance.


Report Deliverables

Retrievability: Information published quarterly on www.OLG.ca

Access Procedure: Information published quarterly on www.OLG.ca

Retention & Disposal Period: EVENT + CCY + 7 EVT + contract has expired or is terminated or is superseded or warranty has expired.

http://www.olg.ca/

http://www.olg.ca/

http://www.olg.ca/

http://www.olg.ca/

Human Resources


Human Resources Common Records Labour Relations Files Grievance and Arbitration Files General Records Collective Agreements Public Records Public Sector Salary Disclosure Personal Information Banks

Personal Information Bank Title: Human Resources Information System (PeopleSoft)


Ontario Lottery and Gaming Corporation Act, 1999; Public Services of Ontario Act, 2006; Public Service Pension Act, 1990


Employee personal data (age, SIN, marital status, dependent information, address, telephone number, banking information, Court Orders, CRA Tax Levies), job data, training, benefit plans, pension plan, grievance tracking and injury or illness data

Uses:

To complete business transactions for employees

Users: Human Resources, Finance/Payroll, Department Representatives (limited to leave plan information only)


Employees, Dependents/ Beneficiaries

Retention & Disposal Period: EVENT + CCY + 50 EVENT = Employment terminated

Human Resources


Personal Information Bank Title: Human Resources Talent Management System

(CornerStone)




Candidate personal data (resumes, address, telephone number), employee resumes, employee training records, employee succession records, employee performance records.

Uses:

To support employee development programs, support employment planning, and support recruiting processes

Users: Human Resources, Managers, (limited access to manage reporting employee files), All employees (limited access to manage own file)


Employees, Candidates

Retention & Disposal Period: EVENT + CCY + 50 EVENT = employment terminated Staffing Competitions - EVENT + CCY + 6 EVENT = competition ended

Personal Information Bank Title: Employee Files




Employee personal data (age, marital status, dependent information, address, telephone number, banking information, TD1), job data, training, benefit and pension plan enrollment documents, resume, reference checks, security screening results, general employee correspondence, performance reviews and correspondence.

Uses:

To maintain current employee data for business-related purposes

Users: Human Resources


Employees, Dependents/ Beneficiaries

Retention & Disposal Period: EVENT + CCY + 50 EVENT = employment terminated

Human Resources


Personal Information Bank Title: Workplace Safety and Insurance Board (WSIB) Files


Workplace Safety and Insurance Act, 1997; Ontario Lottery and Gaming Corporation Act, 1999; Public Service of Ontario Act, 2006


Employer forms, correspondence between WSIB and Human Resources, may have medical information obtained through Workplace Safety and Insurance Board

Uses:

Claims administration



Employees making WSIB claim

Retention & Disposal Period: EVENT + CCY + 50 EVENT = employment terminated

Personal Information Bank Title: Legal and Investigation Files




Investigation Reports and Documentation (may contain employee name, witness name, complainant and respondent's statements, witness statements, findings of facts and recommendations). Investigation types include: Ministry of Labour Complaints, Human Rights Claims, Workplace Violence & Workplace Harassment investigations under OHSA and Statements of Claim

Uses:

To determine whether human rights violation has occurred and appropriate discipline.

Users: Human Resources Investigator, Department Manager, Executive Director, Human Resources


Employees making Human Rights complaint and third parties involved in matter

Retention & Disposal Period: EVENT + CCY + 15 EVENT = complaint resolved or dropped

Human Resources


Personal Information Bank Title: Competition files




Posting, staffing requisition, resume, interview questions, notes and test results, associated tracking sheet, candidates’ correspondence

Uses:

Recruitment



Applicants

Retention & Disposal Period: Staffing Competitions - EVENT + CCY + 6 EVENT = competition ended

Personal Information Bank Title: Short Term/ Long Term Disability Files




Employee information such as employee number, name and contact information; Correspondence with third party service provider.

Uses:

Claims administration


Individuals in Bank: Employees using short term/long term disability benefits


Human Resources


Personal Information Bank Title: Attendance Management Database




Employee name, employee identification number, job data, attendance information

Uses:

Automated leave approval

Users: Employees (own record), Human Resources, Payroll


Employees involved in the pilot of Attendance Management Database

Retention & Disposal Period: CCY + 3

Personal Information Bank Title: Labour Relations Files




Original signed documents, other labour relations records, Memorandums of Settlements

Uses:

Grievance and Arbitration Hearings, legal proceedings

Users: Human Resources, Labour Relations


Employees

Retention & Disposal Period: EVENT + CCY + 21 EVENT = relationship with Union ended and all grievances closed

Human Resources


Personal Information Bank Title: Grievance and Arbitration files




Grievance form (employee id, name, specifics of grievance) and supporting documentation

Uses:

Respond to arbitration and hearings

Users: Human Resources, Labour Relations


Employees filing grievances, third parties involved in matter

Retention & Disposal Period: EVENT + CCY + 6 EVENT = administrative actions completed

Public Record

Public Record Title: Public Sector Salary Disclosure File


Public Sector Salary Disclosure Act, 1996

Purpose: To comply with Public Sector Salary Disclosure Act


Employees’ name, title, earnings and taxable benefits.

Retrievability: Information published annually on www.fin.gov.on.ca and in media section of www.OLG.ca

Access Procedure: Information published annually on www.fin.gov.on.ca and in media section of www.OLG.ca

Retention & Disposal Period: EVENT + CFY + 3 EVENT = Termination of Corporation

http://www.fin.gov.on.ca/

http://www.olg.ca/

http://www.fin.gov.on.ca/

http://www.olg.ca/

iGaming


iGaming General Records Marketing records Administrative records Research Meeting Minutes Contract Management records Investigative records Manuals Anti-Fraud Playbook Marketing Playbook

Assurance Playbook Product Management Playbook Privacy Protection Playbook Operations Playbook Player Support Playbook Release Management Playbook

iGaming


Personal Information Bank Personal Information Bank Title: Gaming Management System (GMS)

GMS owned and operated by Service Provider. Data owned by OLG.



Information related to iGaming Customers including name, DOB, banking, contact information and details regarding customer interactions. Customer Information related to Responsible Gambling Bonus/Rewards/Promotions, and Transactions including enquiries, email communication from iGaming, complaints and offences

Uses: Maintenance of Player information Bonus, Rewards Eligibility

Users: Customer Retention Marketing iGaming Finance Data Analytics iGaming Anti-Fraud Service Provider - IGT

Individuals in Bank: iGaming Players

Retention & Disposal Period: EVENT + CFY + 7 EVENT = membership withdrawn or qualifying period of inactivity as per policy achieved


iGaming Anti-Fraud Lotus Notes Database



Details related to iGaming Player

Uses: iGaming related investigation files

Users: OLG iGaming Anti-Fraud

Individuals in Bank: iGaming Players

Retention & Disposal Period: EVENT + CFY + 7 EVENT = investigation completed or claimant decision made not to pursue

iGaming



AFM Tracker Database



iGaming Player Information OLG Employees

Uses: Player Eligibility Verification Player Information will be queried against the OLG iTrak database during the online registration Process to help prevent Self-Excluded individuals from creating a PlayOLG account. Employee information will be queried against the GMS to players list

Users: OLG iGaming Anti –Fraud Service provider - IGT

Individuals In Bank: iGaming Players OLG Employees

Retention & Disposal Period EVENT + CCY + 15 EVENT = Last reinstatement

Personal Information Bank Title: Network Folder: Lists of Prize

Winners/Promotions/Bonus/Rewards


Information Maintained: Data is maintained in a network folder and the information includes: Player Identification Number (PID#) Reports Bonus/Promotions/Rewards/Winners Information

Uses: Public accountability

Users: Customer Retention Marketing

Individuals in Bank Players who were eligible for promotions, rewards or have claimed a prize

Retention & Disposal Period: EVENT + CCY + 3 EVENT = Termination of Corporation

iGaming


Personal Information Bank Title: Marketing Approval Database (Lotus Notes) Promotional Draw Results: Lists of Winners


Information Maintained: Data is maintained in a database for approvals for draw results

Uses: Public accountability

Users: Customer Retention Marketing

Individuals in Bank Players information who are winners for a promotional draw


Personal Information Bank Title: Email Communication

Owned and maintained by Service Provider. OLG owns the data



Information Maintained: iGaming Player Email Communication

Uses:

e-mail communication with iGaming Players

Users: Customer Retention Marketing Service Provider - IGT


iGaming Players

Retention & Disposal Period: EVENT + CCY + 3 EVENT = Unsubscribe or email bounce-back

Personal Information Bank Title: Case Management - Helpsi

Owned and operated by Service Provider. OLG owns the data




Case Management records

Uses:

Case Management

Users: IGT Support, IGT Fraud and Security OLG Support, iGaming Support, Player Protection, CRM


iGaming Players

Retention & Disposal Period: EVT + CCY + 10 EVT = from the time the inquiry/complaint was concluded

Information Technology


Information Technology Description: The Information Technology division manages, plans, develops and supports information technology resources at Ontario Lottery and Gaming. These resources include a retail network, ticket redemption machines at gaming sites, eBingo machines, OLG.ca and two data centres. General Records Architecture and Emerging Technology Research Briefs Architecture and Emerging Technology Standards Records Corporate Services Process Documentation Records Enterprise Application Strategies and Roadmaps Gaming Projects Product Documents Gaming IT Weekly Updates Gaming System Application Documentation Gaming Service Incident Reports Lottery Systems Documentation Project Documents Senior Team Meeting Minutes and Materials

Legal Services


Legal Services Description: The Legal division provides legal services and legal advice on a wide range of corporate and business issues and litigation management to the Ontario Lottery and Gaming Corporation. General Records Alcohol and Gaming Commission Letters of Incident AODA records and reports Case Management System - Investigations Compliance Verification Reports Contracts Correspondence Freedom of Information and Protection of Privacy Act Requests Forensic Audit Reports Gaming – Pressing Issues Tracker Investigation Files Legal Opinions Legislative and Regulatory Compliance Records Person Identification Datastore Litigation Files/Reports Privacy Impact Assessments Privacy Complaints Prize Claims Investigative Files Purchase Orders and Related Records Procurement Related Reports Personal Information Banks

Personal Information Bank Title: Legislative and Regulatory Compliance Records




Details of incidents and involved patrons and/ or employees

Uses:

Record incidents where regulations are breached.

Users: Compliance, Gaming Managers


Employees and/ or Patrons who have breached regulations

Retention & Disposal Period: Patrons: EVENT + CCY + 7 EVENT = Investigation terminated Employees : EVENT + CFY + 5 EVENT = Investigation completed

Legal Services


Personal Information Bank Title: Case Management System Investigations

(Corporate Investigations owns the investigative portion)




Details of Investigation

Uses:

Investigations: 1. Lottery 2. Public Complaints 3. Employee Conduct 4. Prize Claims 5. Police Information Requests

Users: Corporate Investigations Individuals in Bank:

Store owners and employees, customers, prize claimants, OLG employees

Retention & Disposal Period: Depending upon type of investigation: Police Information Requests: CCY+15 Employee Conduct: EVENT +CFY+5 EVENT = Investigation completed Prize Claims: EVENT+CFY+7 EVENT = Investigation completed or claimant decision made not to pursue/verified Public Complaints: EVENT+CFY+7 EVENT= Investigation terminated

Legal Services


Personal Information Bank Title: Investigation Files




Details of Investigation

Uses:

Investigations: 1. Lottery 2. Public Complaints 3. Employee Conduct

Users: Corporate Investigations


Store owners and employees, customers, prize claimants, OLG employees

Retention & Disposal Period: Depending upon type of investigation: Employee Conduct: EVENT +CFY+5 EVENT = Investigation completed Prize Claims: EVENT+CFY+7 EVENT = Investigation complete or claimant decision made not to pursue/verified Public Complaints: EVENT+CFY+7 EVENT= Investigation terminated

Personal Information Bank Title: Prize Claim Investigative Files




Name and contact information of prize claimants and individuals with an interest in the ticket, information and documents pertaining to the claim, including retailer information

Uses:

Prize Claim Investigations

Users: Corporate Investigations Individuals in Bank:

Prize claimants and individuals with an interest in the claim

Retention & Disposal Period: Prize Claims: EVENT+CFY+7 EVENT = Investigation complete or claimant decision made not to pursue/verified

Legal Services


Personal Information Bank Title: Records required under the Proceeds of Crime

(Money Laundering) and Terrorist Financing Act


Proceeds of Crime (Money Laundering) and Terrorist Financing Act (the Act), 2000


Information stipulated by the Act

Uses:

Required by the Act

Users: Anti-Money Laundering Unit and Gaming staff involved in financial transactions


Individuals involved in transactions as described by the Act

Retention & Disposal Period: CCY+5

Personal Information Bank Title: Freedom of Information Requests


Freedom of Information and Protection of Privacy Act, 1990


Name of requester and contact information, correspondence, notes about requests and records related to request.

Uses:

Responding to FOI requests

Users: Freedom of Information and Privacy Office Staff


Requesters, individuals whose information is contained in related records.

Retention & Disposal Period: EVENT + CCY + 15 EVENT = Appeal period and judicial review period expired or notification sent

Legal Services


Personal Information Bank Title: Privacy Complaints


Freedom of Information and Protection of Privacy Act, 1990


Contact information, correspondence and notes about complaint

Uses:

Respond to privacy complaints

Users: Information Access and Privacy Services staff


Complainants

Retention & Disposal Period: EVENT + CCY + 15 EVENT = Appeal period and judicial review period expired or notification sent

Lottery


Lottery Description: The Lottery division is responsible for conducting and managing all lottery games. The division conducts market research and uses this information to develop new games and game modifications. The Lottery division also develops and directs advertising, promotions and bonuses to draw attention to new and existing lottery products. General Records Advertising Records Administrative Records Business Development Records Cancelled and Adjusted Tickets Compliance Master Salesforce List Creative Services Records Customer Insights and Analytics Status Reports Customer Relationship Management System Records DC Capacity Reports Draws Audit Records Distribution Center Inbound/Outbound tracking Family Responsibility Office (FRO) (Prize claim FRO matches) Historical Prize Claim Records (COGNOS) ID 25 Results Internal Communications Instant Ticket Records Inventory Tracking Reports Lottery Administrative Reports Lottery Business Continuity Plans Lottery Customer Relationship Management Lottery Draw Recordings Lottery Draw Operations Records Lottery Data Analytics Lottery General Rules and Game Conditions Lottery Marketing Records Lottery Planning Records Lottery Risk Management Records Lottery Product Design and Development Records Lottery Retailer Records for Promotions, Assets and Events Lottery Sales Reports Lottery Product Inventory Records Market Research Records Meeting Minutes Mystery Shop Results OLG Support Centre Quality Performance/Training Records Policies, Processes and Procedures Performance Management Reports Prize Centre Under $10,000 Prize Claim Files

Lottery


Prize Centre Web Posting Lists of Prize Winners Prize Centre Cheque Registers Prize Centre Major Win Prize Claim Files Prize Redemption Records (NRS) Prize Centre Records of Correspondence Project Management Files Program Management Records Promotions and Sponsorship Records Regulatory Compliance Records Reference Database Materials Retailer Compliance Review Results Retailer Inspections Sports Lottery Games Operations and Development Records Status Reports Strategy Records Third Party Vendor – Monthly Blitz Report Ticket Security Game File (for each game) Training and Reference Materials Vendor Management Records Manuals Distribution Operations Manual Imaging Payment Procedures Internal Courier Manual Lottery Control Activity Matrix (in effect June 30, 2017 Lottery Draws Procedure Manual Lottery Instant Ticket Production Procedure Manual Lottery Instant Ticket Security Procedure Manual Lottery Online Gaming – Draws Audit Procedure Manual Lottery System Manuals OLG Support Centre Reference Guide OLG Support Centre Training Manuals Prize Approval System Procedure Manual Prize Centre Application Prize Centre Procedure Manual Promotions Procedure Manual RAMS Manual Cheque Register Procedure Manual Retailer Policy Manual Sales Force Procedure Manual Sports Operations Manual Terminal Messaging System Manual

Lottery


Personal Information Banks

Personal Information Bank Title: Lottery Customer Relationship Management Records



Information related to E-marketing to registered customers

Uses:

Managing relationships and communicating with registered customers

Users: Lottery Services


Registered customers

Retention & Disposal Period: EVENT + CCY + 3 EVENT = Unsubscribe or email bounce-back

Personal Information Bank Title: Customer Relationship Management System Records




Information related to OLG Customers, including name and contact information and details regarding customer interactions with OLG. Information related to Retailer interactions with OLG, including enquiries, complaints and offences.

Uses:

Record all aspects of customer/retailer interactions with OLG

Users: OLG staff who interact with individuals outside the company as well as staff who require records of these interactions


Prize claimants, employees, retailers, general public

Retention & Disposal Period: EVENT + CFY + 7 EVENT = Membership withdrawn or qualifying period of inactivity as per policy achieved

Lottery


Personal Information Bank Title: Under $10,000 Prize Claim Files




Name, contact information, prize claim details

Uses:

Document prize claims less than $10,000

Users: Prize Claim Staff, Investigative Services

Individuals in Bank: Prize Claimants

Retention & Disposal Period: EVENT + CFY + 7 EVENT= Verification completed.

Personal Information Bank Title: Web Posting Lists of Prize Winners




Prize claimants, place of residence, amount of lottery win, game name, draw date/game number

Uses:

Public accountability

Users: Public


Prize claimants


Lottery


Personal Information Bank Title: Cheque Registers





Uses:

Reconciliation and audit of cheques

Users: Prize Claim staff, Individuals in Bank:

Prize Claimants

Retention & Disposal Period: EVENT + CFY + 5 EVENT = Life of Corporation

Personal Information Bank Title: Major Win Prize Claim Files




Name, contact information and prize claim details

Uses:

Document major win prize, retail and claimant information

Users: Prize Claim staff, Investigative Services


Claimants redeeming prize claims $10,000 or more

Retention & Disposal Period: EVENT + CCY +3 EVENT = Life of Corporation

Lottery


Personal Information Bank Title: Prize Redemption Records (NRS)





Uses:

Redeem winning tickets, record claimant status, generate prize payments, check for FRO match

Users: Prize Claim staff, Investigative Services


Prize Claimants


Personal Information Bank Title: Historical Prize Claim Records (COGNOS)





Uses:

Retain and access Maintain historical information about prize claims $10,000 or more

Users: Prize Claim, Media Relations staff, Investigative Services


Prize Claimants


Lottery


Personal Information Bank Title: Family Responsibility Office (FRO) Prize Claim FRO Matches


Family Responsibility and Support Arrears Enforcement Act, 1996


Name, address, prize claim details, amount paid to FRO

Uses:

Document details of claimants who have had funds forwarded to the Family Responsibility Office

Users: Prize Claim staff, OLG Support Centre staff, Investigative Services


Prize Claimants who owed money to the Family Responsibility Office at the time of the prize claim


Personal Information Bank Title: Prize Centre Application (New)




Name, address, prize claim details

Uses:

Redeem winning tickets, record claimant status, generate prize payments

Users: Prize Claim staff

Individuals in Bank: Prize Claimants

Office of the President and Chief Executive Officer


Office of the President and Chief Executive Officer Common Records Correspondence General Records Meeting Agendas and Action Items CEO Priority Files for EC Meetings Briefing Notes and Biographies CEO’s Report to the Board of Directors (in-camera/confidential reports) CEO Fiscal Year Corporate Priorities CEO Speaking Engagements